SayPro Participant Registration Process
January SCDR.4.9.4 – 5-Day Skill Development Camp
Focus: Life and Social Skills Development
Objective:
To facilitate a seamless, user-friendly registration process via the SayPro website that captures critical information from participants, ensuring their individual goals, expectations, and accommodation needs are well-understood and planned for in advance.
1. Online Registration Portal Setup
Platform:
- SayPro official website will host a dedicated event registration page, branded for the January SCDR.4.9.4 camp.
- The page includes:
- Camp overview (dates, objectives, outcomes)
- Target audience (age range, experience level)
- Venue details (in-person or online access instructions)
- FAQs section
Registration Form Components:
A. Personal Information
- Full name
- Date of birth
- Gender identity
- Contact number and email
- City/town and province
- Emergency contact details
B. Educational & Background Information
- Highest level of education completed
- Current school/university (if applicable)
- Employment status or affiliation with youth organizations
C. Camp-Specific Questions
- Why do you want to attend this camp?
- What specific life or social skills would you like to improve?
- What are your personal or career goals for the next 1–2 years?
- Have you attended any SayPro programs before?
D. Special Accommodations & Needs
- Do you require any accommodations to participate (e.g. physical accessibility, interpreter, dietary needs, learning disabilities)?
- Are there any medical conditions or allergies we should be aware of?
- Preferred language for communication (English, isiZulu, Afrikaans, etc.)
E. Consent & Declarations
- Consent to participate in camp activities
- Agreement to SayPro’s Code of Conduct and Media Release Policy
- Guardian consent for participants under 18
2. Participant Selection & Confirmation
Screening Process:
- Applications are reviewed by SayPro program coordinators to ensure eligibility and readiness.
- Priority given to youth who:
- Demonstrate clear interest in personal development
- Represent diverse communities
- May benefit from support or exposure opportunities
Communication of Acceptance:
- Accepted participants receive:
- Confirmation email with their registration ID
- Welcome pack (digital or physical)
- Pre-camp survey link
- Event schedule and checklist
3. Data Management & Privacy
Database Use:
- All registration data is stored securely in the SayPro CRM or secure cloud database.
- Information is used for:
- Program personalization
- Monitoring diversity and inclusion metrics
- Pre- and post-camp impact tracking
Compliance:
- All data collected will comply with POPIA (Protection of Personal Information Act) and SayPro’s privacy policies.
- Participants may request data removal or editing at any time.
4. Pre-Camp Engagement
Orientation Communications:
- Registered participants receive:
- A welcome email with login links (for virtual access)
- WhatsApp group invitation or SMS alerts setup
- Introduction to facilitators and a “What to Expect” video or document
Reminders and Check-ins:
- Automated reminders (via email and SMS) are sent:
- 1 week before camp
- 2 days before
- On the morning of Day 1
Key Deliverables:
- Fully functional online registration portal with mobile compatibility
- Secure, organized participant database
- Collected and analyzed participant goals and needs
- Inclusive accommodations documented and addressed
- Confirmation and orientation materials distributed ahead of the event
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